IBM Displaywriter System Guide to

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S544-2031-0

IBM Displaywriter System Guide to

File Design and Use

--...- --

- - - - - - - - . - - -

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First Edition (December 1981)

This publication is for planning purposes. The information herein is subject to change before the products described become available.

This guide contains examples of the types of letters and reports used in daily business operations. To illustrate these examples as completely as possible, the examples include the names of individuals, companies, brands, and products. All of these names are fictitious and any similarity to the names and address used by an actual business enterprise is entirely coincidental.

This publication may contain technical inaccuracies or typographical errors.

Publications are not stocked at the address below. Requests for IBM publications should be made to your IBM representative or to the IBM branch office serving your locality.

There is a form for reader's comments at the back of this

publication. If the form has been removed, address your comments to IBM Corporation, Information Development, Department 506, Building 997, 11400 Burnet Road, Austin, Texas 78758. IBM may use and distribute any of the information you supply in any way it believes appropriate without incurring any obligation whatever.

You may, of course, continue to use the information you supply.

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PURPOSE

AUDIENCE

Preface

This publication is designed to serve as an aid for the person(s) responsible for designing files on the IBM Displaywriter System. It includes general files concepts and a detailed description of files and the text

documents used with files. This publication is not

intended for use as a general training manual. There is a list of related training material under the heading

"Related Publications. ^II

This publication is intended for the office personnel responsible for designing files on the IBM Displaywriter System. You do not need to know how to operate the IBM Displaywri ter System to use this publication .. However, if you will be operating the IBM Displaywriter System as well as designing the files, you may want to complete the operator training prior to using this publication.

Previous knowledge of text processing or files use is helpful, but not mandatory, to use this manual. You must, however, be familiar with the intended files applications and workflow in your organization.

This manual contains fourteen chapters and three appendixes:

• "Chapter 1. Introduction^llcontains an overview of this publication.

• "Chapter 2. What is A File'llI introduces general files concepts ~nd defines the characteristics of IBM

Displaywriter System files.

• "Chapter 3. Designing a File" contains information about analysis of current information handling, an alternate file type, and potential design problems.

• "Chapter 4. Creating a File^llcontains information about the possible sources of IBM Displaywriter files. These sources include typing the file,

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converting it from text, and having it communicated from a computer.

• "Chapter 5. File Output" explains the options for printing a file or storing the completed output on diskette. It also explains the options for printing unformatted file output and merging a file with text to produce letters, reports, and lists.

• "Chapter 6. Selecting Records" explains how certain records can be chosen from the file for use.

• "Chapter 7. Sorting Records" explains how records can be placed in either alphabetical or numeric order during output.

• "Chapter 8. Math Instructions" contains information about using math calculations in reports and letters.

• "Chapter 9. Storing Math Formats and File Setups"

explains how numbers from the file and from math calculations can be formatted so that they print differently depending on the format used. Stored setups for storing the selection criteria and sort fields are also explained.

• "Chapter 10. Repetitive Letters" contains detailed information about merging files with a shell document to produce personalized form letters.

• "Chapter 11. Reports" contains detailed information about merging several records with a shell document to produce a summary report with grouped information.

• "Chapter 12. Reports That Look Like Letters" explains how a personalized form letter can be created that uses information from more than one record.

• "Chapter 13. File Lists" explains how multi-column file lists are created.

• "Chapter 14. Evaluating and Correcting File Problems"

contains tips on identifying and correcting problems in faulty file design.

• "Appendix A. Worksheets" contains blank worksheets that can be copied and used for files design.

• "Appendix B. Character Sort Chart" contains a sort chart that shows the character order that the system uses when it sorts records.

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• "Appendix C. Converting Text Into Records" contains the rules and considerations for converting a text document into a file.

RELATED PUBLICATIONS

The other available publications in the IBM Displaywriter System Library include:

•

General Information Manual for the IBM Displaywriter System, (G544-0851). This manual provides an

introduction to the IBM Displaywriter System. It contains a description of the Displaywriter System components, the functions performed by the various Displaywriter System licensed programs, and examples of some text and record applications.

Customer Planning Guide for the IBM Displaywriter System, (S544-0852). This manual provides the information the customer needs to prepare for the arrival and setup of the system. The manual discusses such topics as the size and weight of system components, the required system operating environment, and space requirements.

IBM Displaywriter System Customer Setup Guide, (S544-0858). This guide gives detailed step-by-step instructions for system setup. With this guide, customer personnel can, without training or tools, unpack system components, arrange them in a work area, connect power cords and intermachine cables, prepare units for operation, and run the system verifier test. This guide is shipped with the system.

IBM Displaywriter System Operator Training Book 1 -- Basic Topics Textpack 4, (S544-2034). This manual is the beginning instruction book for the IBM

Displaywriter System. It should be completed by all operators. Once operators complete their training with this book, they should be able to perform basic tasks on an IBM Displaywriter System.

IBM Displaywriter System Operator Training Book 2 -- Selectable Topics Textpack 4, (S544-2035). This manual is the second instruction book for the IBM Displaywriter System. It is to be used after the operator has completed Book 1 -- Basic Topics. This manual contains information about topics that not all operators need. Operators should complete only those topics relevant to their work.

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•

IBM Displaywriter System Operator Training -- Reportpack, (S544-2030). This manual is the

instruction book for using the Reportpack feature on the IBM Displaywriter System. This manual contains information about topics that not all operators need.

An operator should complete only those topics relevant to his or her work. A prerequisite for starting this book is completion of the IBM Displaywriter System Operator Training Book 1 -- Basic Topics Textpack 4.

IBM Displaywriter System Problem Determination Guide, (S544-0860). This manual, a part of the IBM

Displaywriter System Reference Package Materials, list problems that may occur during the operation of the system. It also describes the procedures that an operator can follow to determine both the cause of the problem and the solution.

IBM Displaywriter System Work Station Procedures Guides -- Textpack 4, (S544-2037). This manual, a part of the IBM Displaywriter System

Training/Reference Materials from Textpack 4, is designed to be a bridge between the Operator Training Books and the cus tomer's own work. The "Procedure Guide" section includes guidelines and suggestions for setting up procedures for program and work diskette handling and printer sharing. The "Work Samples Handbook" section contains work samples with step-by-step instructions for processing a document.

IBM Displaywriter System Work Station Procedures Guide -- Reportpack, (8544-2033). This manual is designed to be a bridge between the Operator Training Books and the customer's own file applications. The

"Procedures Guide" section contains guidelines and suggestions for setting up procedures for program and work diskette handling. The "Work Samples Handbook"

section contains work samples with step-by-step instructions for processing file related documents.

IBM Displaywriter System Operator Reference Guide -- Textpack 4/Reportpack (S544-2032). This manual is the basic reference book for the IBM Displaywriter

System's functions, parameters, and possible options.

It is a detailed guide to the system. It includes system information, menus, and a quick reference section.

IBM Displaywriter System Prompts And Messages Guide -- Textpack 4/Reportpack, (S544-2021). This manual

lists the prompts and messages that appear on the display to guide and inform an operator. The listing

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indicates when a prompt or message occurs and actions an operator can take when a response is needed.

IBM Displaywriter System Office Systems Support Center Guide, (S544-0874). This manual contains a description of the services offered, procedures to

follow, and information about what to expect when calling the IBM Office Systems Support Center.

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I ntrod uction

How to Use This Guide

Us ing the Worksheets . . . . Using the Chapter Exercises Other Helpful Information What I s A File?

General File Definitions General File Uses

General File Output Repetitive Letters Reports . . . Multi-Column File Lists Forms . . . . IBM Displaywriter System Files

Field Types and Maximum Lengths Character Field Type . . . .

Maximum Field Length for Character Fields i-lath Field Type . . . . Naximum Field Length for Math Fields Text Field Type . . . . Maximum Field Length for Text Fields Revising Field Types and Maximum Lengths Review Questions . . . .

Review Answers . . . . Chapter Summary . . . . Designing a File . . . . Current Information Management

What Files Are Kept Now?

What Are the Fields of Information?

Deciding What Information to Use in Your File Avoid Some Possible Problems

Names . . . . . Addresses . . . . Dates . . . . Printing A Date

Sorting Date by Year, Month, and Day Sorting Dates by Month and Day

4-1 4-3 4-3 4-4 4-4 4-5 4-6 4-6 4-7 4-9 4-11 4-12 4-13 5-1 5-1 5-1 5-4 5-5 5-7 5-12 5-14 5-15 6-1 6-1 6-2 6-3 6-6 6-7 6-8 6-10 6-12 6-16 6-19 7-1 7-1 7-1 7-2 7-4 7-6 7-10 7-11 8-1 How to Complete the Math Instructions Worksheet 8-2 Using More Than One Math Calculation 8-3 Placing Math Calculations in a Shell Document 8-6

Using An Answer Variable to Create a Running

Total . . . 8-8

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Where Can you Use Math Calculations?

Review Questions . . . . Review Answers

Chapter Summary

storing Math Formats and File Setups Using Math Formats . . . . What Are the Math Formats Choices?

When Is Each Math Formats Used?

Completing the Math Formats Worksheet Using Stored File Setups . . . .

How Stored File Setups Are Organized . . . . Advantages of Using Stored File Setups

Review Questions . . . . Review Answers

Chapter Summary

Repetitive Letters . . . . Creating the Shell Document . . . . Additional Functions You Can Use With Repetitive

Letters . . . . . . . . . Review Questions

Reports . . . . What Does a Report Look Like?

How to Complete The Report Design Worksheet Bui lding a Report . . . .

Sorting the Records . . . . Using a Record Group Definition and a Group

Summary . . . . How A Record Group Definition Can Be Used How Record Group Summaries Can Be Used Summary Math Instructions . . . . Using Page Headings and Report Summaries

How A Page Heading Is Used How A Report Summary Is Used Us ing A Report Preface . . . .

Us ing Record Detail . . . . . . . Reports With More Than One Group Definition Additional Functions You Can Use With Reports Review Questions . . . .

Review Answers . . . . . . . .

Chapter Summary . . . . Reports That Look Like Letters

Review Question Review Answer Chapter Summary File Lists

Single Column File Lists Multi-Column File Lists

8-9 8-10 8-13 8-15 9-1 9-1 9-1 9-4 9-5 9-5 9-5 9-6 9-8 9-10 9-11 10-1 10-1 10-4 10-6 10-8 10-11 11-1 11-1 11-4 11-4 11-4 11-6 11-6 11-7 11-7 11-14 11-14 11-14 11-18 11-22 11-26 11-34 11-36 11-49 11-59 12-1 12-4 12-6 12-9 13-1 13-1 13-3

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Determining Column Width . . . . Additional Functions You Can Use With Lists Review Question

Evaluating and Correcting File Problems Do a Design Check First . . . . How You Can Determine the Cause of a Problem Blank Worksheets

Character Sort Chart

Converting Text I nto Records Conversion Rules . . . . Conversion Considerations

Common Conversion Problems Converting Name-variable Lists

Converting Switch-code Lists . . . . Converting Text Tables . . . . . Converting the Text to a File . . . . Glossary

13-6 13-8 13-10 13-12 13-13 14-1 14-1 14-1 A-1 B-1 C-1 C-1 C-3 C-3 C-4 C-5 C-6 C-6 X-3

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2-1.

2-2.

2-3.

2-4.

2-5.

2-6.

2-7.

3-1.

3-2.

3-3.

3-4.

3-5.

3-6.

3-7.

4-1.

4-2.

5-1.

5-2.

5-3.

5-4.

6-1.

6-2.

6-3.

6-4.

6-5.

7-1.

7-2.

8-1.

8-2.

8-3.

8-4.

8-5.

9-1.

9-2.

Example of a File, a Record, and a Field in a Personnel File

Sample repetitive letters Sample file reports

Sample telephone list and name and address list

Estimation of Record Lengths and Diskette Capacity

Sample Character, Math, and Text Fields Field Characteristics by Field Types Sample File Design Worksheet

Output Samples With Variables Identified Sample List of Dates Sorted By Year, Month, and Day

Sample List of Dates Sorted by Month and Day

Records From a Sample Sales File Sample Sales File with Complete and Partial Records

Sample Report Created From Complete and Partial Records

Field Description Menu Samp Ie Record Screen

File Output Without Merging

File Output Using a Format Document Sample Shell Document and Letter Sample Letters With Conditional Text Selection Criteria on More than One Line List Produced Using Multiple Lines of Selection Criteria

Sample Selection Criteria Used in More Than One Field

Selection Criteria With An Ignore Character

Selection Criteria With Ignore Characters Part of the Name and Telephone Extension List .

Figures

2-2 2-5 2-7 2-9 2-11 2-14 2-19 3-3 3-5 3-10 3-11 3-14 3-15 3-16 4-2 4-3 5-2 5-4 5-6 5-8 6-6 6-7 6-8 6-9 6-10

Sample File Sorted by Department and Salary

7-3 7-5 -8-1 Sample Math Calculation .

Sample Math Instructions Worksheet for Bonus Calculation

Reusing the Answer Variable in a Math Calculation

Sample Repetitive Letter With Math

Calculations . .

Sample Math Instructions Worksheet With a

Running Total . .

Sample Math Formats Worksheet

Number Formatted Using Different Math

8-3 8-5 8-7 8-8 9-2

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9-3.

10-1.

11-1.

11-2.

11-3.

11-4.

1i-5.

11-6.

11-7.

11-8.

11-9.

12-1.

13-1.

13-2.

13-3.

C-1.

C-2.

C-3.

Formats • .

File Setup Organization

Sample Shell and Repetitive Letter

Sample Report With Report Parts Identified Records Sorted by Sex and Salary ^I Report With A Group Heading and A Group Summary .

Report With a Summary Math Instruction in the Record Group Summary .

Report With A Page Heading And A Report Summary

Report With Report Preface Report Printed Without Detail Report With Two Group Definition Fields--Department and Sex

Report With Two Group Definition Fields--Sex and Department

Report Designed to Look Like a Letter Single Column List

Sample Nul ti -Column File Name and Address

List .

Nulti-Column File List With Column Width Marked

Named-variable List and File Entries Switch Code List and File Entries Text Table Converted to File Entries

9-4 9-6 10-3 11-2 11-5 11-8 11-11 11-15 11-19 11-23 11-27 11-31 12-2 13-2

13-7 C-4 C-5 C-6

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Introduction

Almost every organization needs stored files of information that are complete, easily accessed, and usable in a variety of ways. These files include personnel files, inventories, lists of customers and suppliers, telephone directories, and other types of information. The file information is used daily to develop a variety of administrative lists, directories, schedules, project and program reports, and letters.

The IBM Displaywriter System is designed to help you handle your files management needs, as well as your text processing needs. The IBM Displaywriter System functions are provided by licensed programs which are contained on diskettes. The IBM Displaywriter System Textpack 4

Licensed Program supports your text processing

applications, such as creating and revising documents.

The IBM Displaywriter System Reportpack Licensed Program supports the creation, storage, and revision of files.

Text created on the Displaywriter can be merged with the files to produce form letters, lists, and reports.

With the IBM Displaywriter System, an operator may create a file of client information and use that file to generate a list of client names and addresses, send personalized letters to selected clients on the list, and prepare a report that summarizes client information.

HOW TO USE THIS GUIDE

Using the Worksheets

Successful use of a file depends on the proper design of the file. Before you can decide what information should be in a file and in what form, you must determine what the final output documents from the file will be, and you must be aware of the IBM Displaywriter System's capabilities.

This guide is designed to give you all the information you need to design and use a file successfully. In some parts of this guide, you may find more information than you need for your application. In that case, simply look through the additional information so that you are aware it is there.

This guide contains several worksheets that serve as a tool as you design and use your file. These worksheets have three purpos es :

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1. You can use the worksheets to collect and orgariize the information necessary to create the file and then create the desired output documents from the file.

The worksheets have been designed to help you

understand what information is necessary for various tasks.

2. By keeping the worksheets after you've filled them out, you have a written record of the decisions that you made about your file. This can be particularly valuable if you want to review your design later or if someone else needs to fill in for you. The worksheets are the only written information about your file des ign that you'll have.

3. In addition, if you are not the Displaywriter operator, you can use the worksheets to transmit information about the file to the operator. Since the same worksheets are shown in the operator

training material, the Displaywriter operator should be familiar with them and understand how to implement the information from the worksheets on the

Displaywriter.

As each worksheet is introduced, you will be told how to complete it. In addition, almost all the examples in this guide are taken from the same personnel file. Many

examples show a completed worksheet along with the final document.

Appendix A contains blank copies of each worksheet that you can copy and use later for your own work.

Using the Chapter Exercises

Much of the information that you will be learning is interrelated. The design of your file depends, in part, on how your file is used and what types of output you want. Because of this, you should read the entire guide before you begin designing your own file.

Review exercises and answers are provided at the end of most chapters. These exercises are designed to give you practice in using the skills that you learned in that chapter. Complete the review exercises, then compare your answers to the answers given. Although in some cases there can be more than one correct answer, be sure that you understand why the correct answer is correct.

To make the exercises more realistic, the same file will be used in all the chapter exercises. It is a sales files that might be kept in a company employing several. sales

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representatives and it tracks customer information and sales amounts.

other Helpful Information

The following features are designed to help you as you use this guide for the first time:

•

Important terms are printed in bold type the first time they appear. The terms are defined in context, and definitions of these and other terms are included in the Glossary.

The Glossary also contains an explanation of the symbols and word processing abbreviations that are used in this guide. If you see a symbol in an example that you do not understand, look in the Glossary. The symbols are listed at the beginning of the Glossary before the other entries.

• Chapter summaries at the end of most chapters briefly list the highlights of that chapter. These summaries assume that you have read the chapter. They do not include the detailed background material found in the chapter.

• Some pages do not contain a full page of text. Don ^It worry - this was done to make it easier for you to see two page figures or a figure and explanatory text at the same time.

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What Is A File?

This chapter contains information about:

• general file definitions

• file uses

• file output

• Displaywriter files, records, and fields

• file revisions

GENERAL FILE DEFINITIONS

GENERAL FILE USES

A file is a collection of related information. For

example, a personnel file'may consist of the information found in personnel folders.

A record is a collection of related words or data that make up one entry in a file. For example, a record can contain all the information about one person, one project, or one department.

A field is one piece of information in a record; for example, the first name of a person. A record is made up of fields.

Figure 2-1 showns how files, records~ and fields are related ..

Each heading in Figure 2-1 (e.g., First Name) names a file field, so in this example there are 21 fields in each record. In this example, each record requires more than one line to print.

Simply having the information stored is not enough. To make the information usable, you may need to do some manipulation of the information, such as:

• Select certain records for use. For example, you would want to include all employees' names and telephone numbers in a telephone directory, but a report listing the names of employees eligible for retirement should not include the names of all your employees.

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N ~

I 1-'-

N ^()Q

Rec ID Title First Name _ City

Subtitle Street Address

Home Phone FN Spouse Yr Born Mo Born Day Born Department

~

11 Supervisor _A ... pp ... -'--_ _ Sex Extension Hire Yr

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N I

""""

t1j

~ 2 Mrs. Lorna A. Boyle 122 North 10th Street

Pl a

~

Dallas TX 71283 736-2938 David 51 04 08 Engineering

Ronald Crawford 80/05/20 16998 F 2736 75

f-I

(I) 3 Ms. Sue R. Burns 1054 Great Oak Road

0 I-tI Pl

Dallas TX 71234 746-2839 55 12 18 Administration

Roger Kramer 81/01/15 10500 F 2938 80

I-xj 1-'- f-I

4 Mr. Gerald S. Ostrom Jr. 1020 Far West Drive

Dallas TX 71923 659-2837 Janet 37 07 31 Marketing

(I) Patricia Nicholson 80/12/05 25998 M 1726 55

Pl 5 Ms. Trisha J. Park 1532 Wilshire Drive

~ (I) (")

Irvine TX 73928 432-5938 John 45 06 11 Planning

Pauline Shaw 80/11/15 24445 F 3948 70

11 0

0.- 6 Mr. Roger T. Norton III 2045 Duval Road

w Dallas TX 76452 987-3894 Mary 50 02 05 Accounting

Pl Barbara Wilson 79/12/30 18378 M 2837 68

=::s 0.-

~ 7 Ms. Laverne W. Kelly 2020 Madison Avenue

White Rock TX 73648 345-2783 George 38 03 08 Administration

I-xj

1-" Roger Kramer 79/12/15 11892 F 2839 73

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0.-

1-"

=::s

8 Miss Marilyn L. Velasco 1056 Lost Creek Drive

Dallas TX 71283 _ 768-2839 Michael 48 08 06 Accounting

Barbara Wilson 80/10/30 16783 F 4958 74

Pl '1:1

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11 en 0

=::s

=::s (I) f-I I-xj 1-'- f-I (I)

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GENERAL FILE OUTPUT

Repetitive Letters

• Sort records into alphabetical or numerical order.

For example, you might want all names in an employee file to be in order by personnel number or an

alphabetized telephone directory.

• Do math calculations on some of the fields in the file and print the results of the calculation. For example, if you are doing a sales report, you may want to show the individual sales items and also show the total of the sales, the average sale amount, and other pertinent information that makes the report more meaningful.

• Print only certain fields in a record. You need to be able to extract information not only from a file, but also from a record. The information required depends on the application or use of the information. To print a name on a mailing list, you would use the first name, middle initial, and last name. To print the salutation on a letter, you would probably use only the last name with a title, such as Mr. Jones.

For a file to be useful, you have to be able to use the information in the file in some type of file output. File output usually involves printing some portion of the file with the information formatted in a specific way, such as a name and address list, or inserted into some

accompanying text. Generally, there are four different types of printed output:

1. repetitive letters 2. reports

3. multi-column file lists 4. forms

The repetitive letter is a document that has constant text (the text that is the same in every letter) typed in a shell document. A shell document is a text document that is like a form letter, but the shell document uses special codes that tell the system the names of the fields or variables to be merged into the shell document during output or printing.

The shell document is merged with the appropriate file to produce personalized letters that have the contents of

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the named field(s) from each record inserted into the shell document at the points marked by the special codes.

One letter is produced for each record in the file, unless you select only certain records to be merged with the shell document. Figure 2-2 shows some sample letters produced by merging a shell document with a file.

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To:

From:

Date:

: Brian Rogers (

IAdministration.~epartme~t!

Dan P. Andrews December 15, 1981

I am pleased to announce that, effective January 1, 1982, Greg Randolph, General Plant Manager, has been promoted to headquarters. He will be serving as an Assistant to the Board of Directors.

I am also pleased to announce that Peter Robertson, from the Detroit office, will be replacing Mr. Randolph. He hopes to visit our location soon and he will be chatting informally with many of you.

I f you have any questions, please contact your manager, r~2i~i.~Xii!~~iJ.

Again, please join me in congratulating Mr. Randolph and welcoming Mr.

Robertson.

Dan P. Andrerw~s ______________________________________________________________ ~ ________________ ~

President

To:

From: Dan P. Andrews Date: December 15, 1981

I am pleased to announce that, effective January 1, 1982, Greg Randolph, General Plant Manager, has been promoted to headquarters. He will be serving as an Assistant to the Board of Directors.

I am also pleased to announce that Peter Robertson, from the Detroit office, will be replacing Mr. Randolph. He hopes to visit our location soon and he will be chatting informally with many of you.

I f you have any questions, please contact your manager, ;:~~.~~I(t.9jL~~.EP!5!.

Again, please join me in congratulating Mr. Randolph and welcoming Mr.

Robertson.

Dan P. Andrews President

Figure 2-2. Sample repetitive letters

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Reports

A report is also created by merging a shell document with a file, but the final document combines information from more than one record. The purpos e of a report is to present the file information in the most easily

understood, meaningful way.· To do this, you can group, format, and summarize the information, and even include math calculations. Figure 2-3 shows some sample reports generated from the file.

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This report is designed to give the reader an understanding of the relationship of department, sex, and salary in two departments:

Accounting and Administration. Managers' salaries are not included.

Accounting

EEO Report: Sex and Salary

Name

Marilyn L. Velasco Carol A. Fisher Helen K. Morgan

Average Department Salary: $20,003.00 Accoun t i.n.E.

Admir

Name

Roger T. Norton George J. Steiniger David Y. Clark Wal ter M. Smith Maxwell A. Hadison

~7? 1<;7 00

$16,783.00

$20,387.00

$22,839.00

$18,378.00

$20,298.00

$22,918.00

$24,893.00

$25,298.00

To answer the ~any questions we've received, we've prepared the following report which gives a summary of salaries. This list is divided by sex.

Aver<

Admir

Aver<

Over(

-

Managers' salaries are not included.

F

Average Salary:

Highest Salary:

Lowest Salary:

M

Average Salary:

Highest Salary:

Lowest Salary:

EEO Report: Salary and Sex

$19,099.32

$29,082.00

$10,500.00

$21,964.83

$32,938.00

$12,938.00

Average Company Salary: $20,472.38

$32,938.00

$10,500.00 Highest Company Salary:

Lowest Company Salary:

-

Figure 2-3. Sample file reports

--- ----

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Multi-Column File Lists

A multi-column file list contains information from more than one record, formatted so that more than one column of information is printed. Because a list is simply a

listing of information, the information cannot be summarized and math calculations cannot be used.

Figure 2-4 shows two different types of lists that might be created from the same file.

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Mr. Michael F. Acker 8798 Main Street White Rock, TX 72839 Ms. Peggy L. Anderson 2839 Columbus Cove Dallas, TX 72839 Miss Karen J. Benson 556 Singletree Street White Rock, TX 72639 Mrs. Theresa H. Black 382 Round Circle Dallas, TX 71829 Miss Dorothy P. Boswell 908 Steck Avenue Dallas,

Mrs. La) 122 Nor!

Dallas, Name

Mr. Riel Acker, Michael F.

3846 SWE Anderson, Peggy L.

Dallas, Benson, Karen J.

Black, Theresa H.

Ms. Sue Boswell, Dorothy P.

1054 Gr. Boyle, Lorna A.

Dallas, Bradley, Richard J.

Burns, Sue R.

Mr. SimI Carrigan, Simon E.

283 Oak Chapman, Lorna J.

Dallas, Clark, David Y.

Crawford, Ronald G.

Ms. LorI Davidson, Jean T.

384 Pin. Fisher, Car·ol A.

White RI Fisher, Victor P.

Forrest, Rachel L.

Mr. Dav: Garcia, Ralph R.

10345 J. Goodman, Debbie S.

Dallas, Hunt, Allen K.

Jackson, Thomas W.

Mr. Ron, Kahn, Cecelia B.

345 Mus Kelly, Laverne W.

White R. Knight, Roger H.

Kramer, Roger P.

Ms. Jeal Lambert, Stanley R.

5930 WOE Lee, Cynthia R.

Irving, Lopez, Robert M.

Madison, Maxwell A.

Martin, Jeff D.

Morgan, Helen K.

Nelson, Mavis Y.

Mrs. Carol A. Fisher 345 Balboa Drive Dallas, TX 71829 Mr. Victor P. Fisher 63583 Windy Trail Drive Dallas, TX 71829 Mrs. RacheJ L. Forrest 3847 Cheyenne Drive Irving, TX 73689 Mr. Ralph R. Garcia 28394 North Causeway Dallas, TX 71829 Ms. Debbie S. Goodman 4848 Rome Way

Extension Name

3849 Nelson, Patricia H.

4579 Norton, Roger T.

4567 Ostrom, Gerald S.

8493 Ostrom, James R.

3728 Park, Trisha J.

2736 Perkins, Sherry J.

2734 Perry, Tracy S.

2938 Preston, Diane K.

3879 Rogers, Brian K.

8293 Schultz, Lisa G.

8293 Shaw, Pauline F.

5736 Smith, Walter A.

6483 Smith, Walter M.

5647 Steiniger, George J.

7874 Swanson, Simon E.

4958 Tweeden, Nancy W.

3684 Velasco, Marilyn L.

6789 Velasco, Michael L.

8394 White, Barbara N.

2837 White, Jack E.

2838 Wilson, Barbara J.

2839 Wilson, Frank P.

9087 Young, Gloria F.

2273 5483 2837 3782 3956 3856 2583 8293

Extension 5434 2837 1726 3847 3948 3553 2839 3894 7462 5839 5840 5938 3874 8379 5849 8293 4958 2748 5394 3868 2647 1839 3847

Figure 2-4. Sample telephone list and name and address list

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Forms

Designing forms requires that information be formatted in a specific way, but in files usage a form is either a report (if it requires information from more than one record) or a repetitive letter (if it requires one form per record).

IBM DISPLAYWRITER SYSTEM FILES

Now that you understand the general concepts about files, you need to know the specific requirements for an IBM Displaywriter file.

An IBH Displaywriter file, like the file shown in Figure 2-1, consists of records. Each record consists of

fields. Each IBH Displaywriter file, such as a personnel file or client file, must fit on one diskette. In

addition, the entire file, including any new records that you will be adding, cannot exceed 65,000 records. The chart in Figure 2-5 shows various record lengths and approximately how many full records of various lengths can be placed on an IBM 1 and or on an IBH 2D diskette.

The key factors that affect the record capacity of a diskette, other than the defined record length, are:

• The number of fields. Additional fields will reduce capacity from those shown in the chart.

•

The number of bytes actually contained in the record . If each field is not filled to its limit, the capacity will increase from those shown in the chart.

The amount of unused diskette space. As a record is deleted it leaves unusable diskette space. The file must be condensed to make full utilization of that unused space.

Note: Displaywriter storage is actually measured in bytes. A byte is generally equivalent to a character, so for convenience this guide uses the term "character."

However, you should be aware that, although some symbols and instructions appear on the display as a single

character, they require more than one byte of storage space.

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Number of

Record Size Fields IBN 1 Diskette"': IBN 2D Diskette~' ..

100 chara~ters 10 fields 2075 records 7500 records

r---

200 characters 20 fields 1100 records 3950 records 300 characters 30 fields 750 records 2700 records 400 characters 40 fields 570 records 2050 records 500 characters 50 fields 450 records 1650 records 600 characters 60 fields 375 records 1375 records 700 characters 70 fields 325 records 1190 records 800 characters 80 fields 290 records 1040 records 900 characters 90 fields 240 records 930 records 1000 characters 100 fields 210 records 830 records

*

The number of records is approximate and represents 1 file per diskette Figure 2-5. Estimation of Record Lengths and Diskette Capacity

IBN Displaywriter records are divided into one or more fields, each identified by a name that you assign. Record size is determined by two factors:

1. number of fields (maximum 100 fields per record) 2. number of characters (maximum 1,000 characters per

record)

When designing your file, you must consider both the number of fields and the total number of characters in a record. Neither maximum can be exceeded.

IBN Displaywriter files contain named fields which are in the same order in each record and have the same

characteristics. The fields in an IBN Displaywriter System record are defined by the following three characteristics.

1. Field is any name that the operator assigns to a field. For example, in a name and address file, the

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fields might be named "First Name", "Last Name", and so on.

Field names have the following requirements:

• Up to 16 characters in length

• Can contain alphabetic characters, numbers, spaces, and the underscore character

• First character in each field name must be an alphabetic character

• Each field name in a file must be unique Field names are displayed while you are typing or selecting records. You also use field names to tell the system what fie1d(s) to use when merging a

document with a file and in what order to sort records.

2. Field type refers to the various characters which can be typed in a field. The three possible field types are character, math, and text. See "Field Types and Maximum Lengths" below for a description of each

field type.

3. Maximum field length is the longest possible entry in a field. It is set by the operator and limited by the field type for that field. To determine the maximum field length for a field you can use one of two methods:

• Choose the longest entry in a file and count the number of characters in that entry.

• Decide upon some informal rule based on your experience with the file. In the examples and exercises in this guide, the general rule is first names (10 characters), last names (15), street addresses (25), and cities (15).

See "Field Types and Maximum Lengths" for more information.

Field Types and Maximum Lengths

Before typing records into a file on the IBM Disp1aywriter, the operator must create a file

description which contains a field description for each field in the file. A field description defines the field name, field type, and maximum field length for that

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Character Field Type

field. After the fi+e description is completed, the operator can type t~e records.

As the file information is typed into the fields, the IBM

Displ~ywr~terSy~tem compares the typed information to the fie+d descriptions. The system allows the operator to type 9nly charac~ers that match the field type for a field and ti!at do not~xceed the maximum field length. If the operator tries to type the wrong type of characters in a field or to type more characters than permitted by the maximum field length for that field, the system will not ac~ept 'the information and will alert the operator to the error.

Alphabetic and numeric characters, punctuation, and spaces can be typed in a character field. (See

D

in Figure 2-6.) No control characters, such as tabs or carrier returns, are allowed. (A control character is a non-printing, word proces'sing character used in

formatting text.)

You can select specific records or sort the records in alphabetic or numeric order based on the information in a character field. You can not do math calculations with the numbers in a character field.

Maximum Field Length for Character Fields

Hath Field Type

A character field has a maximum field length of 80 characters.

A math field can contain only numbers, a decimal point, and a plus or minus sign. (See

fJ

in Figure 2-6.) The plus or minus sign and the decimal point are optional.

Any field that contains only numbers (and a decimal point and/or a plus or minus sign) should be described as a math field. Designating the field as a math {ield allows ~he

system to check the input so that o~ly numbe'rs ~re typed.

In addition, a math fields is the only field type 'that can be used for math calc~lations.

Remember, however, thqt certain numbers such as telephone numbers (394-3829, for example) and Social Secllrity numbers (583-28-3849) have hyphens' in them so they must be described as character fielqs, not mat4 fi~lds.

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Rec ID Title First Name MI Last Name Extension---aire Yr

comments

Department

1

D

^Mr. ^Brian ^K. ^Rogers Administration

D

⁷⁴⁶² ⁶⁵

~!ecent evaluations good. Shows management potential. Suggest he be given more in-house training.

Figure 2-6. Sample Character, Math, and Text Fields

You can select specific records or sort the records in numeric order based on the information in a math field.

You can also perform math calculations using the contents of a math field.

Maximum Field Length for Math Fields

Text Field Type

Math fields have a maximum field length of 17 characters which includes:

• •

•

one character for a positive or negative sign one character for a decimal point

15 digits

You do not type any characters that might precede or follow the number, such as a dollar sign, or any commas

(thousands separators). These are automatically added later by a math format control when the file is used.

(Math format controls are explained in more detail in Chapter 9.)

A text field contains alphabetic and numeric characters, science and math symbols, and control characters, such as tabs and carrier returns. (See

II

in Figure 2-6.) A text field is an informative or descriptive field that is only to be printed.

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For example, you could use a text field to record

open-ended comments that exceed 80 characters in length (the maximum for a character field). You could also use a text field for information that contains science or math symbols, or format information.

You cannot select specific records or sort records based on the information in a text field.

Maximum Field Length for Text Fields

A text field has a maximum field length of 500 characters.

To save space within the file, a text field can contain one or more I nclude I nstructions which, when the field is printed, will retrieve and print text typed in a regular text document.

These Include Instructions contain:

•

the name of the document and the name of the diskette where the text is located

the page number(s) of the page(s) containing the text some system control characters for the Include

Instruction itself.

Each Include Instruction uses an average of 30-50 characters of file space. If the text that you want included with the file is longer than 50 characters, an Include Instruction may save file space.

You may also want to use an Include Instruction if you have text that is used with more than one record. Rather than retype the text in each record, you may want to type it once as a text document.

Revising Field Types and Maximum Lengths

You also need to know the restrictions on revision of field types and maximum lengths. You can change a field description after the file is created. However, after the first record has been typed, you can change a field description in a file only as described below.

1. The field type can be changed only to a field type that is less restrictive.

•

A math field, the most restrictive type since it can contain only numeric characters, can be changed to either a character field or a text field.

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• A character ^field~which is less restrictive because it can contain either alphabetic

characters or numeric characters, can be changed only into a text field.

• A text field, because it can contain information such as control characters that cannot be used in the other field types, cannot be changed to a different field type.

If there is any doubt about field type, use the more restrictive field description initially since it can be changed later if necessary.

2. After a file is created, the maximum field length can be increased (up to the maximum field length

permitted for that field type). You can not decrease the size of the maximum field length after the first record has been typed.

This restriction is designed to protect any records that you may have in the file. The system can not check file contents while you are revising the field descriptions. So, if you were allowed to shorten a maximum field length, you might invalidate some information already typed into the file.

As your file description nears the maximum character size of 1,000 characters, be particularly careful about describing longer maximum field lengths than necessary. Be conservative and describe the maximum field length as the length of the longest entry in each field, remembering that if necessary you can increase the maximum field length.

I f you have to change the field type to a more restrictive field type or decrease a maximum field length, you must first create a new file with the desired file

description, and then duplicate the records to the new file. You'll find more information on duplicating a file in Chapter 4.

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REVIEW QUESTIONS

1. Using the file below, draw a box around a record.

Circle a field within that record.

Rec ID First Name MI Last Name Department Extension

1 Brian K. Rogers Administration 7462

2 Lorna A. Boyle Engineering 2736

3 Sue R. Burns Administration 2938

4 Ger.ald S. Ostrom Marketing 1726

5 Trisha J. Park Planning 3948

2. True/false. A repetitive letter uses the information from more than one record.

3. True/false. A report uses the information frpm more than one record.

4. What is the maximum number of characters in a Displaywriter record?

5. What is the maximum number of fields in a Displaywriter record?

6. What are the three field types?

7. Which field type cannot be changed to another field type after a file has been created?

8. Can you decrease the maximum field length after the file description is created and a record is typed?

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REVIEW ANSWERS

1.

Rec ID First Name MI Last Name Department Extension

Brian K. Rogers Administration 7462

Trisha J.

2. False. Each repetitive letter uses the information from only one record. One letter is produced for each selected record in the file.

3. True. A report uses the information from more than one record. A report compiles the information from all the selected records in a file into one final document.

4. The maximum number of characters in a Displaywriter record is 1,000.

5. The maximum number of fields in a Displaywriter record is 100.

6. The three field types are character, math, and text.

7. A text field cannot be changed to another field type after a file has been created because it can contain control characters and symbols that are not allowed in either character or math fields.

8. You cannot decrease the maximum field length after a record has been typed into a file, unless you

duplicate the records into a file with a different field description. However, you can decrease the maximum field length after a field description has been created, if no records have been typed into the file.

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CHAPTER SUMMARY

Field Field Type Length

Math 1-17

Character 1-80

Text 1-500

• A Displaywriter file must fit on one diskette.

• A Displaywriter record can contain:

up to 100 fields

up to 1,000 characters

• Displaywriter fields are described in the following chart.

Can Contain Can Be Used To Symbols and

Alphabetic Control

Numbers Characters Characters Sort Select

X X X

X X X X

X X X

Figure 2-7. Field Characteristics by Field. Types

• Revisions of field descriptions can be made:

before a record has been typ~d, to a less -restrictive field type:

a math field can be changed to a character field or text field

a character field can be changed to a text field

a text field cannot be changed to any other field type

after a record has been typed, through duplication to a file with different field descriptions but the same field names

• File output includes:

repetitive letters - one output document per record

reports and lists - one output document for the file

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Designing A File

This chapter contains information about:

• analyzing current information management

• potential design problems and recommendations for avoiding them

• using an alternate type of file with complete and partial records

• creating a sample file

CURRENT INFORMATION MANAGEMENT

Now that you know· what an IBM Displaywriter file

requires, you can begin your actual files design. The files design procedure begins with data collection.

During this phase of files design you need to collect ideas to determine what information needs to be in the file.

To do this, first look at the current means of tracking information in your office. Some of the questions you need to answer include:

• What are the files that you want to store on the IBM Displaywriter?

• Where do those files come from? For example, is the information now on forms, typed lists, or index cards? Where does the information originally come from?

In your organization, you might find that when an employee fills out a personnel form, 1) the

information is then entered into a computer file, 2) the form itself is stored in a folder, and 3) some information from that form, such as name and

telephone numbers, might be kept in a rotary file or on a typed list.

• What lists, reports, and letters are now being

generated from the information in the proposed file?

What other types of output would you like to be able to do?

• Are there other things that you would like to be able to do with the information in the file, such as sort

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the information into alphabetical or numerical order or perform mathematical calculations?

What Files Are Kept Now?

As a first step, determine whether files are now being kept in any of the common forms shown below.

• typewritten lists

• rotary files

• index card files (these might be stored in boxes, drawers, trays, tubs, or rotary files)

• printed forms

• ledgers

• microfiche

• microfilm

• metal name and address plates

After you've checked these potential sources for files, talk to people who work in the area where a file is kept.

They may be able to supply additional information about how the file is maintained and used.

What Are the Fields of Information?

Once you identify the existing files, start defining the purposes of each file by completing the following three steps.

1. List the fields of information stored in an existing file on a copy of the File Design Worksheet. For each field you need to list:

• a Field Name (maximum of 16 characters)

• a Field Type

• the maximum field length (No. of Characters) for that field

You also can use the optional Comments section for additional information about each field. If, for example, the names of states should be typed into the file as two-digit abbreviations, then make a note in the Comments sections for the field for state.

Figure 3-1 shows how a File Design Worksheet was filled in for the sample personnel file.

List everything that needs to be recorded and tracked. Decisions as to what information is important will be made later.

IBM Displaywriter System Guide to